February 2006Colby College ITS Getting Started with Oracle Calendar

February 2006Colby College ITS Topics Run Oracle Calendar Work with calendar views Schedule meetings View scheduled meetings Work with groups Print from your agenda Import Data from another calendar program Work offline After completing this tutorial, you should be able to:

February 2006Colby College ITS Running Oracle Calendar

February 2006Colby College ITS Working Online 1. Select “colby calendar”2. Username 3. Password 4. Sign in

February 2006Colby College ITS In-Tray

February 2006Colby College ITS In-Tray Icons and Menus Icons 1.Open your agenda 2.Open your tasks 3.Open address book 4.Open group agenda 5.Open an agenda 6.Open tasks 7.Search agenda 8.Print Menus a.File b.Edit c.View d.Tools e.Window f.Help abcdef

February 2006Colby College ITS Agenda-Specific Icons 1.Move between dates 2.Move between dates 3.Select Specific date 4.Day View 5.Week View 6.Month View 4.New Meeting 5.New Task 6.New Day Event 7.New Daily Note

February 2006Colby College ITS Shortcut Keys

February 2006Colby College ITS Calendar Views

February 2006Colby College ITS Day View (1 of 2) Agenda PaneTask Pane Daily Notes Pane

February 2006Colby College ITS Day View (2 of 2) Agenda Pane –Meetings you created or are invited to for the day –Depending on configuration, displays Meeting titles, start and end times, details, location and icons –To increase or decrease the size of the time slots: View > Increase Time Interval (or) Decrease Time Interval –To increase or decrease the height of the rows: View > Increase Row Height (or) Decrease Row Height Task Pane –Displays tasks that have not been completed, or have start dates that are either undefined or already passed Daily Notes Pane –Displays daily notes, events, holidays and upcoming reminders

February 2006Colby College ITS Week View Day Agenda Daily Notes

February 2006Colby College ITS Month View

February 2006Colby College ITS Task View (1 of 2) □ Incomplete □ Overdue  Complete

February 2006Colby College ITS Task View (2 of 2) Double-Click on task to edit it

February 2006Colby College ITS Scheduling Meetings

February 2006Colby College ITS The Basic Meeting (1 of 2) 1.Click New Meeting, Daily Note or Day Event 2.Enter a title 3.Enter meeting's location 4.Use up and down arrows or click the Calendar button to select a date 5.Use up and down arrows or the click the Clock button to set the start and end time 6.Reminders a)If you set default reminders, the Remind Me check box is automatically selected b)If you have not set default reminders, you can select the Remind Me check box and click the Reminders tab 7.If you want to make your meeting tentative, select the Tentative check box

February 2006Colby College ITS The Basic Meeting (2 of 2) a b 1

February 2006Colby College ITS The New Meeting is Added

February 2006Colby College ITS Inviting People Click People/Resources tab –Enter the name of the user, resource or group you want to invite to the entry –Click the Checkmark button Resources must be preceded by r:, re:, or res: Groups must be preceded by g:, gr: or grp:. If you do not know the exact name –Click Search to search the calendar directory –If the person uses Calendar, you can find them this way Note: Significant numbers of Colby user do NOT use Calendar Notably, Faculty often choose not to and Students do not have access to Oracle calendar

February 2006Colby College ITS Searching for a Person 1. Searching For Jane “Something” 2. Listing all names with “Jane” in them 3. Double-click on person you want to attend the meeting

February 2006Colby College ITS Checking Availability Check to see if Jane has any conflicts with this time and date If this is a weekly meeting, click “Repeating” to schedule multiple dates Click “OK” to put meeting on Jane’s calendar

February 2006Colby College ITS Person is Added to Meeting

February 2006Colby College ITS Details and Attached Documents Details tab Description To attach a document click the “Attach…” button and browse to the file you wish to attach

February 2006Colby College ITS Reminders Reminders tab Reminder preference

February 2006Colby College ITS Notification (1 of 2) To send an notification, Click the “Reply” tab

February 2006Colby College ITS Notification (2 of 2) People listed on the meeting list will automatically be added to the distribution list You can enter additional text by scrolling in the message box and typing When done, click “Send”

February 2006Colby College ITS Viewing and Managing Meetings

February 2006Colby College ITS Viewing a Meeting (1 of 3) Right-Click on the meeting entry Then click on “View Meeting”

February 2006Colby College ITS Viewing a Meeting (2 of 3) Click on “People/Resources” tab to view invited members

February 2006Colby College ITS Viewing a Meeting (3 of 3) If you own the meeting, you will see more options on the pop-up menu.

February 2006Colby College ITS Replying to a Meeting Click on “Reply” tab Then select your response.

February 2006Colby College ITS Working with Groups

February 2006Colby College ITS About Groups Groups are categorized as follows: [PUB]: Public and can be used by any person on the system [PRV]: Private and can only be used or edited by its creator [ADM]: Can only be used or edited by Administrative users [MEM]: Members-only Used only by its members and edited by its owner You can only modify groups when you are online

February 2006Colby College ITS Creating/Editing a Group (1 of 2) Tools > Manage Groups Click New Enter a name for the group Select a group type Add members –Enter the name of a user, group or resource Resources must be preceded by r:, re:, or res: Groups must be preceded by g:, gr: or grp: You can Search if you do not know the exact name –click the Checkmark button

February 2006Colby College ITS Creating/Editing a Group (2 of 2) 3 2 or 1

February 2006Colby College ITS Setting Preferences

February 2006Colby College ITS Changing Options Tools > Options Click + to expand Option Selections Click topic to display option settings

February 2006Colby College ITS Agenda Display Options

February 2006Colby College ITS Agenda Color Options

February 2006Colby College ITS In-Tray Options

February 2006Colby College ITS Entry Default - Meetings

February 2006Colby College ITS Entry Default - Tasks

February 2006Colby College ITS Entry Default – Events and Notes

February 2006Colby College ITS Printing

February 2006Colby College ITS Printing Agenda Pages You can choose –A print layout –The range of dates to print –The types of Agenda pages you want printed A variety of formats are available for –Day View –Week View –Month View File > Print or File > Print Selected Entry

February 2006Colby College ITS Print Setup Select your printer Select paper size and orientation

February 2006Colby College ITS Printing 1.Select printer 2.Select layout 3.Indicate dates to print 4.Select agenda format to print 5.Click Preview 6.Click OK to print

February 2006Colby College ITS Print Views Daily: Information from Day View Weekly: Information from Week View Monthly: Information from Month View Multi-week: Information for several weeks Day list: Information from Day View in list form Calendar: Month-by-month calendar.

February 2006Colby College ITS Agenda Print Layout Options File > Print > Options Select tab

February 2006Colby College ITS General Layout Items Overflow pages: Prints an extra page for those items that do not fit on one page Description: Prints entry descriptions Event Shading: Shades your meetings to make your free time more visible Attendees: Prints the names of the entries' attendees Boxes: Places the information for each meeting in a frame Title on separate line: Places the title of the entry on a separate line

February 2006Colby College ITS Daily Print Options Allows you to choose which elements of your Daily Agenda or tasks you would like to print, as well as the format to be used

February 2006Colby College ITS Weekly Print Options Allows you to choose which elements of your Weekly Agenda you would like to print

February 2006Colby College ITS Monthly Print Options Allows you to choose which elements of your Monthly Agenda you would like to print

February 2006Colby College ITS Multi-Week Print Options Allows you to choose which elements of a Multi-week Agenda you would like to print, as well as the number of weeks that you would like to print per page

February 2006Colby College ITS Day List Options Allows you to list selected details of your day events, daily notes, holidays, and upcoming reminders and tasks

February 2006Colby College ITS Task List Options Allows you to list some of the details pertaining to your tasks

February 2006Colby College ITS Saving Your Options Save as If you do not want to copy over an original layout Save To save a new print layout Rename Give a new name to an existing print layout Delete If you want to delete the layout Reset Resets layout settings to previous values Cancel To not save changes

February 2006Colby College ITS Importing Data

February 2006Colby College ITS Data Files Calendar entries from: –vCalendar files –iCalendar files –Schedule+ 1.x files –Schedule+ 7.x files –vCard files Address book entries from: –Comma-delimited text files –Tab-delimited text files

February 2006Colby College ITS To Import a Calendar File File > Import Data Select the source file type Click Continue –Opens a dialog box Select which entry types to import and Which date range Types of selection vary with input file type

February 2006Colby College ITS Importing Calendar Files File > Import Data Select vCalendar file Import Section –Select types of entries you want to import Period Section –Set the period for which you want to import data Select one of the following options: –All: Imports all of the entry types you selected in the Import section, regardless of when they occur. –Range: Imports the entries you selected that occur during the date range you specify. –Custom: Imports the entries you selected that occur during the time period you specify. File Name Section –Specify the name of the file you want to import –Click Browse to locate the file Not ALL input files will have ALL these selections

February 2006Colby College ITS To Import an Address Book File File > Import Data Select Comma-delimited text file for Address Books or Select Tab-delimited text file for Address Books Click Continue

February 2006Colby College ITS Importing Address Book Files Categories of Imported Entries –Select Use existing categories or Select Use selected category Use existing categories –To import information using existing categories Use selected category –To assign imported information to a specific category Other –If you want to create or edit categories Mapping section –Choose how to map entry information to Address Book fields File Name section –Specify the name of your file –Click Browse to locate the file

February 2006Colby College ITS Going Offline

February 2006Colby College ITS Working Offline (1 or 2) 1. Select “Off-line”2. Username 3. Password You can only access agendas that you have downloaded in Offline Mode 4. Sign in

February 2006Colby College ITS Working Offline (2 of 2) File > Work Off-line Enter your user name in the User field. Select the time zone you want to use for your offline Agenda. Enter the directory in which you want to store your offline Agenda file in the Off-line Agenda Directory Name field. Click Browse to locate the directory. Click OK to open your offline Agenda for the first time

February 2006Colby College ITS Downloading Your Agenda File > Download to Local File Agenda will automatically download Download preferences –Tools > Options > Offline > Download Do NOT change your offline password

February 2006Colby College ITS Uploading Offline Entries File > Upload from Local File Depending on the reconciliation preferences you set, you may be asked to reconcile any discrepancies between your offline and online Agendas

February 2006Colby College ITS Reconciling Online and Offline

February 2006Colby College ITS Questions? Comments? Feedback? Contact: Technical Training or Call Mel Regnell at ext. 4217Technical Training